What you need for a youth theatre performance
A youth theatre performance needs more than costumes and props. Plan supplies for the audience area, refreshments, backstage organisation, decorations and the technical setup. Check what the venue already provides before buying tables, chairs, coffee equipment or speakers. The final shopping check should happen after the rehearsal, when you know what is missing and how many visitors, performers and volunteers will be there.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Tablesqty 8
- Clothes racksqty 2
- Foldable tablesqty 2
Tableware
- Reusable drinking glassesqty 140
- Coffee cupsqty 50
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Cutting boardsqty 3
- Knivesqty 4
- Tongs and serving spoonsqty 8
Decorations
- Backdrop clothsqty 3
- Decorative clothsqty 6
- Paper garlandsqty 8
- Balloonsqty 100
- Balloon pumpqty 2
- Tapeqty 6
- Cable tiesqty 100
- Name badgesqty 10
Equipment
- Speakersqty 2
- Microphonesqty 2
- Music player
- Extension cordsqty 6
- Power stripsqty 4
- Batteriesqty 16
Lighting
- LED spotlightsqty 4
- Work lightsqty 4
Theater supplies
- Prop cratesqty 4
- Costume binsqty 6
- Hand mirrorsqty 4
- Face-painting mirrorsqty 2
- Clothes hangersqty 40
- Scriptsqty 12
- Stage tapeqty 4
- Safety pinsqty 100
- Sewing kitsqty 2
Information
- Program boardsqty 4
- Directional signsqty 8
- Card counter
Cleaning
- Broomsqty 2
- Dustpan and brushqty 2
- Mopsqty 2
- Bucketsqty 2
- Cleaning clothsqty 12
- Waste binsqty 6
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 100 pieces
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Multi-fruit juice - 6 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Ice cubes - 6 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Popcorn - 3 bags
- Mini pretzels - 3 bags
- Small cookies - 6 packs
- Muffins - 80 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Mini pita breads - 100 pieces
- Cheese slices - 2 kilos
- Turkey breast - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Lemons - 12 pieces
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Pastry boxes - 4 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
Tips
- Count the expected audience, performers and volunteers separately before buying refreshments. Use the final registration list to calculate drinks, plates, cups and cutlery rather than estimating from ticket capacity.
- Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add water and keep extra cold drinks in coolers so the serving table does not run out.
- Buy or collect serving items as a complete set: plates, cutlery, reusable drinking glasses, coffee cups, serving platters, tongs and serving spoons. Missing one small item can delay the entire refreshment setup.
- Check costumes, props and the program booklet before the shopping trip. Replacing a missing costume accessory or printing material on performance day is harder than adding it to the list a week earlier.
- Test microphones, speakers, the music player, extension cords and power strips during the final rehearsal. Keep spare batteries and secure loose cables with tape or cable ties before visitors arrive.
Frequently asked questions
- What should I buy for a youth theatre performance?
- Plan refreshments, serving supplies, costume and prop replacements, decorations, program booklets and technical spares. The exact quantities depend on the audience and cast size, so confirm those numbers before shopping.
- How many drinks do I need for a youth theatre show?
- Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Include performers, volunteers and visitors, and keep a small reserve for unexpected guests.
- When should I buy supplies for a youth theatre performance?
- Buy non-perishable decorations, serving supplies and technical spares at least one week before the show. Purchase fresh refreshments one or two days beforehand, after checking the final attendance figures.
- What technical items should I bring to a youth theatre performance?
- Bring speakers, microphones, a music player, extension cords and power strips, plus spare batteries. Test everything at the final rehearsal and pack the tested cables and equipment together so setup takes less time.
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